Administration Coordinator

5 months ago

London, United Kingdom University College London Hospitals NHS Foundation Trust Full time

The Cancer Services Division is currently looking to recruit an Admin Assistant working within the Haematology department, working closely with a number of clinicians and the wider multi-disciplinary team.

The post holder will provide a first class administrative service to patients, ensuring there is proactive co-ordination of patient pathways to support the delivery of appropriate care. The individual will be expected to provide a high quality, patient focused and responsive administrative function.

The Administration Coordinator will actively manage the administrative processes attached to patient pathways, ensuring a smooth and efficient service for both the multidisciplinary team and patients, in order to deliver a high-quality administration service, a positive patient experience, and excellent customer service.

The post holder will be required to work closely with other members of the administrative team and clinical teams, including managers, administrators, nursing and medical staff, allied health professionals and support workers.

The post holder will be required to liaise with a range of staff internally and externally across the Trust and with partner and external organisations.

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.

We provide first-class acute and specialist services across eight sites:

- University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)
- National Hospital for Neurology and Neurosurgery
- Royal National Throat, Nose and Ear Hospital
- Eastman Dental Hospital
- Royal London Hospital for Integrated Medicine
- University College Hospital Macmillan Cancer Centre
- The Hospital for Tropical Diseases
- University College Hospitals at Westmoreland Street

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women’s health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.

At UCLH, we have a real ‘One Team’ ethos, and our values - safety, kindness, teamwork and improving, are central to the way we work. This is supported by our staff, who voted us as the #1 NHS Acute Trust to work for in the whole of England.

Communication and Patient Liaison
- Communicate clearly, effectively and appropriately with the multidisciplinary team, patients and their family, visitors or carers, and other clinicians involved in the care of the patient, e.g., General Practitioners
- Manage and answer telephone calls related to the service in a courteous and prompt manner
- Provide patients with information about appointments or non-clinical advice and guidance regarding their care
- Using hospital information systems, produce accurate correspondence for patients, GP’s and others involved in care, and ensure its timely dissemination to stakeholders
- Deal with stressful situations that may arise when dealing with patients who are anxious or distressed, or where there are barriers to understanding, using tact, diplomacy and empathy at all times and in line with Trust values
- Use developed communication skills in order to deal with patient concerns or complaints with empathy and understanding, finding a solution that assures the patient

Coordinating Care
- Responsible for the administrative work within a designated specialty or department
- Receive and register referrals on hospital information systems in line with the Trust’s Elective Access Policy
- Proactively monitor the patient pathway in order to ensure that all elements of a patient’s care are arranged appropriately, and in a timely manner
- Identify potential delays or issues with a patient pathway or potential breaches, and take preventative steps to avoid these, i.e., chasing diagnostic tests, results of tests
- Take part in PTL meetings
- Prepare information for MDT meetings
- Ensure adequate preparation for clinics or admissions, receive and collate reports of investigations such as blood tests and x-rays, and preparing information for clinical teams before the next clinical appointment of the patient
- Responsible for procuring items related to patient admissions or contacting theatres for equipment

Supporting Clinical Teams
- Organise meetings for the clinical team, acting as secretariat for specialty meetings as required, which includes agenda preparation, minute taking, updating action trackers for example
- Provide diary management and support to the clinical team, including processing their leave arrangements, cancelling clinics and rebooking appointments when leave is approved
- Sup

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